When you dispatch a sales order, Sage automatically creates a product invoice for each order or part order you are dispatching, using the details you entered on the sales order. At the same time, Sage updates your stock levels. The product invoice that is created, appears automatically in the Invoicing window list box.

Entering Product Invoice Details

The Invoice Details tab dialog is automatically displayed when you choose the Product Invoice button. It is here that you enter details for new product invoices and edit existing ones.

1. Choose the Product Invoice option from the Invoicing toolbar.
2. In the boxes provided, enter the following invoice header details.

Invoice No.: Invoice Date: Order No.: A/C Ref

3. Enter the product items you have sold, one line of the invoice per product, entering the details as follows:

Product Code: Description: Qty

4. If you wish, you can enter special one-off details against each invoice product item, such as comments, changes to the customer's discount, or changes to the unit price.
5. Continue to enter all the lines of the product invoice that you require.

Entering Product Order Details

To add order details to your product invoice

1. Choose the Order Details tab from the Product Invoice window.
2. In the boxes provided, enter or edit the following details:

Delivery Address: Customer Order No.: Customer Telephone No.: Customer Contact: Order Taken By Entering Product Invoice Footer DetailsTo add footer details to your product invoice

1. Choose the Footer Details tab from the Customer Invoice screen.
2. In the boxes provided, enter the following Carriage charges (or leave blank if you are not charging for carriage).

Net: T/C: VAT: Gross: N/C:  Dept

3. In the boxes provided, enter the following Settlement Terms (or leave blank if not applicable).

Days: Amount: Discount %: Total

4. In the boxes provided, enter any conditions you wish to apply globally, i.e., to the whole invoice.

N/C: Details: Tax Code: Dept

You have now completed the footer details for your invoice.

5. To complete your product invoice, you may also need to enter:

Entering Product Invoice Payment Details

1. Choose the Payment Details tab from the Product Invoice window.
2. In the boxes provided, enter the following payment details:

Payment Ref: Bank Account: Payment Amount

3. You can either allocate the payment you've received to this invoice, or you can post it to the customer's account and allocate it to an invoice later.

Select the option button you require.: Post as Payment on Account

Select this option if you wish to post this payment to the customer's account and allocate it later.Note: if you select this option button, use the Bank option to allocate it.

Allocate Payment to Invoice

Select this option button to allocate the customer's payment to this invoice. When an invoice is posted, using the Update, the payment will be recorded and deducted from the invoice total. If the amount prepaid is the full amount of the invoice, the payment will be allocated to the invoice automatically. You cannot enter an amount that exceeds the value of the invoice. Payments that are less than what is indicated on the invoice will form part paid.You have now completed the payment details for your invoice. You can save or print the invoice.

 Entering Service Invoice

The Invoice Details tab dialog is automatically displayed when you choose the Service Invoice button. It is here that you enter details for new service invoices and edit existing ones.

1. Choose the Service Invoice option from the Invoicing toolbar. Enter the invoice header details in the Details tab dialog.

Invoice No.: Invoice Date: Invoiced To

2. Continuing in the Details tab dialog, enter the service items you have sold, using as many lines of the invoice per service as you wish, entering the details as follows:

Details: Price: Net: VAT

3. If you wish, you can see how the text you entered on the Details line above will appear on the invoice and assign the value of the service item to a specific nominal code, tax code and department.
4. Continue to enter all the lines on the service invoice that you require. Tip: if you wish to copy or duplicate any of the rows or cells from an existing line of the invoice, use the options from the Edit menu

You have now completed the header details for your invoice.

Entering Service Invoice Order Details

Use the Order Details tab dialog to enter or amend the delivery details which are applicable to this invoice. Note: any changes you make here are not saved back to the Customer Record.

1. Choose the Order Details tab from the Service Invoice window.
2. In the boxes provided, enter or edit the following details:

Delivery Address: Customer Order No.: Customer Telephone No.: Customer Contact: Order Taken By

Entering Service Invoice Payments

If you received a payment which can be allocated against a service invoice, choose the Payment Details tab dialog to record the payment.

1. Choose the Payment Details tab from the Service Invoice window.
2. Enter the following details for payments in the provided boxes:

Payment Ref: Bank Account: Payment Amount

3. You can either allocate the payment to this invoice, or you can post it to the customer's account and allocate it to an invoice later.

Select the option button you require and Post as Payment on Account. (Select this option if you wish to post this payment to the customer's account, and allocate it later.)Allocate Payment to Invoice (Select this option button to allocate the customer's payment to this invoice.)

4. You can save or print the invoice.

Printing Service Invoices Straight away

1. Choose the Print button from the Service Invoice window.
2. Select the layout you require for your invoice from the layout list.
3. Indicate the output type you require by selecting one of the Output option buttons available: Printer, Preview or File.
4. Choose the Run button to print your invoice.

Generating a Product Credit note

You can raise and print out a credit note, for the services you have invoiced a customer, in exactly the same way as you would raise a service invoiceThe only difference is that you can't record any Payment Received details as this is not applicable to credit notes.

 Printing Invoices

1. Select the layout you require from the layout list.
2. Indicate the output type you require by selecting one of the Output option buttons available: Printer, Preview, or File.
3. Choose the Run button to print

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